Resolving Conflicts in Academia

Conflicts in Academia (and everywhere else) are a part of life. They may arise from differences in values, goals, and priorities, as individuals may have contrasting perspectives on decision-making and work direction. Differences in communication can contribute to conflicts when messages are misunderstood or there is a lack of clarity. Additionally, conflicts can stem from differences in working styles and preferences, leading to frustration and friction. Moreover, power struggles within the organization, personality clashes among colleagues, and work-related stress and pressure also contribute to conflicts. Lastly, conflicts can be a result of organizational issues such as unclear roles, inadequate resources, ineffective leadership, and a lack of teamwork.

Overall, conflicts among colleagues are a natural part of working life and academia is not an exception. While they can be disruptive if left unresolved, conflicts can also lead to positive outcomes when managed effectively. At the same time, it is important to note that conflicts themselves are not inherently negative. They can lead to positive outcomes such as improved problem-solving, innovation, and increased collaboration if managed effectively. However, unresolved conflicts can have adverse effects on individual well-being, team dynamics, and overall productivity.

Fairly large institutions, such as universities or research centers, have established procedures in place that are designed to identify and resolve these problems before they escalate or blow out of proportion.

Here I report some common tips and suggestion that I hope you will find useful for avoiding and solving early stage conflicts in academia. At the same time I hope that they will not sound too simplistic or clichés:

• Choose the Right Time and Place: Find an appropriate time and private setting to address the conflict with the person involved. Selecting a neutral and comfortable environment can facilitate a more productive conversation.
• Focus on Active Listening: Pay close attention to the other person’s perspective without interrupting or jumping to conclusions. Practice active listening by paraphrasing their statements to ensure understanding and show that you value their viewpoint.
• Express Yourself Clearly and Calmly: Clearly articulate your concerns using “I” statements to avoid sounding accusatory. State your observations, feelings, and needs in a calm and respectful manner, promoting a non-confrontational dialogue.
• Seek Common Ground: Look for areas of agreement or shared goals to establish a foundation for finding a resolution. Highlight common interests and emphasize the mutual benefits of resolving the conflict.
• Propose Solutions: Offer potential solutions or compromises that address the concerns of both parties. Be open to brainstorming and exploring alternatives, showing a willingness to find a middle ground.
• Take Accountability: Acknowledge your role, if any, in the conflict and take responsibility for your actions. Apologize if necessary and express your willingness to work towards a positive resolution.

In short, try “the impossible” to find a common ground and solve it at the best of your possibilities. If this is not possible you may want to go one step further and consider the following:

• Request Mediation or Involvement of a Supervisor: If the conflict persists or becomes difficult to resolve, consider requesting the assistance of a mediator or involving a supervisor. They can provide guidance, facilitate communication, and help navigate towards a resolution.

• Seek Support: If needed, seek guidance or support from trusted colleagues or mentors. They can provide advice, insights, or a fresh perspective on the conflict and potential resolution strategies.

In short (again), try “the impossible” to find a common ground and solve the problem at the best of your possibilities.

If you are reading this post, I understand that you may have already exhausted various options and currently feel isolated and uncertain. It could be due to a failed mediation attempt or a conflict involving your supervisor or mentor. If that’s the case, I would like to offer some suggestions for seeking assistance. Please note that the following solution is specific to a Dutch institution, based on my university’s structure and organization. However, you may find similar resources or offices within your own institution as well.

What follows is a step by step guide for solving conflicts in academia.

Step one: find the code of conduct

A code of conduct is a set of guidelines or principles that outlines the expected behavior and ethical standards for individuals within a particular organization or profession. It serves as a framework to promote integrity, professionalism, and appropriate conduct among employees or members.

A code of conduct typically includes a range of rules and standards that govern various aspects of behavior, such as interactions with colleagues, clients, and the public, use of resources, confidentiality, conflicts of interest, and compliance with laws and regulations. It provides a clear framework for employees or members to understand what is expected of them and helps maintain a positive and respectful work environment.

A well-crafted code of conduct aims to foster trust, accountability, and ethical decision-making within the organization. It often reflects the organization’s values and mission, and can be used as a reference point for addressing ethical dilemmas, resolving conflicts, and maintaining a consistent organizational culture.

Codes of conduct can vary across different organizations and professions, but they typically serve as a guiding document that sets the standard for behavior and promotes ethical conduct among individuals within the defined community.

Here you can find the code of conduct that is currently in place in my university

Step two: look at yourself and at your specific case

Before taking any action you want (again) to look at yourself and how you are conducting yourself in this specific situation, in particular:

• Identify Relevant Behaviors: Analyze the specific behaviors or actions that are causing the conflict. Compare them with the provisions and guidelines outlined in the code of conduct. Look for any violations or inconsistencies.
• Gather Information: Collect objective evidence and relevant information about the conflict. This can include witness statements, documented incidents, emails, or any other relevant documentation. Assess whether the behavior aligns with the expectations set by the code of conduct.
• Seek Different Perspectives: Try to talk to other individuals involved in the conflict or those who have witnessed the situation. Gain insights into their perspectives and gather their observations. This can help provide a more comprehensive understanding of the conflict.

Step Three: include in the conversation the relevant person/institution

If, after completing step one and step two, you remain convinced that the person you are in conflict with is engaging in behavior detrimental to your career or the institution where you work, it is advisable to schedule an appointment with a neutral third party who can assist in resolving the situation. In smaller institutions, HR personnel are usually designated for this purpose, while larger institutions often have dedicated offices or departments to address such matters.

For example, in my university the confidential advisors are the reference points for starting a formal complain towards a specific person. You may want to search for a similar role in your institution.

You may begin by scheduling a personal appointment where you can discuss the problem and present the evidence you gathered in step two. With the support of your advisor, you can explore the possibility of a mediation session involving the individual in question. If this mediation attempt proves unsuccessful, your advisor can assist you in escalating the issue to the appropriate authority or higher-ranking personnel.

Please note that you may have separate confidential advisors who specialize in different areas to address specific problems. For instance, you can seek advice from advisors who specialize in:

• Personal and inter-personal issues: These advisors can help resolve conflicts related to work relationships when regular channels have not led to a satisfactory solution.
• Scientific integrity: Advisors specializing in scientific integrity can assist in addressing and preventing violations of scientific integrity, ensuring research and academic standards are upheld.

Having specialized advisors allows you to access targeted guidance and support for specific concerns, ensuring that you receive appropriate assistance tailored to the nature of the problem at hand.

Step Four: seek legal counseling

If step three of the conflict resolution process does not yield a satisfactory solution, it becomes crucial to explore options for external support. Seeking assistance from external entities can provide additional resources and expertise to address the situation effectively. Here are some avenues you can consider:

• Labor Union: Contacting a labor union relevant to your industry or sector can be beneficial. Unions often specialize in protecting the rights and interests of employees. They can provide guidance, legal advice, and advocate on your behalf, ensuring that your rights are upheld and that the necessary steps are taken to resolve the conflict.
• Work-related Lawyer: Consulting with a lawyer who specializes in work-related issues can offer valuable legal insights and representation. They can assess the details of your case, provide advice on your legal rights, and help you navigate any potential legal actions that may be necessary. A specialized lawyer can assist in negotiating settlements, representing you in dispute resolution processes, or initiating legal proceedings if required.

Furthermore, it is important to leverage the information gathered in step two of the conflict resolution process. By analyzing the evidence and data collected, you can gain a better understanding of the broader context of your situation. This knowledge can help you assess whether your experience is an isolated incident or part of a recurring pattern. Recognizing patterns can provide valuable insights into systemic issues within the organization and strengthen your case for resolution.

Final take home message for resolving conflicts in academia

Conflicts in academia arise from differences in values, goals, communication, working styles, power struggles, personality clashes, and organizational issues. Resolving conflicts requires active listening, clear expression, finding common ground, proposing solutions, and taking accountability. Seeking mediation, involving a supervisor, or seeking support from colleagues can be helpful. Understanding the code of conduct, examining your own behavior, and gathering information are important steps. Confidential advisors specialize in personal issues and scientific integrity. Legal counseling from labor unions or work-related lawyers can be sought if internal resolutions fail.

Remember, seeking external support should be considered as a last resort when internal avenues have been exhausted. This general rule is also true for conflicts in Accademia. Overall, it is essential to evaluate the specific circumstances of your conflict and choose the most appropriate course of action based on your unique situation and the advice received from professionals.